Updated in November- 2023 | Subscribe to watch greytHR how-to video
There can be a situation where an employee needs to step out of the office for various reasons. The reason can be personal or official such as visiting a customer site, working from home, or visiting a bank for some time. You can use greytHR's Permission module to streamline the complete process.
The Permission module helps an employee to apply for permission to step out in advance. Applying for permission helps the employees to avoid attendance regularization and the manager to plan work.
The Workflow Levels page in the greytHR Admin portal helps you finalize the number of reviewers required to approve an application and set the policy for the permission module.
To view the Workflow Levels page, click Workflow > Setup > Workflow Levels.
To create permission workflow levels, perform the following actions:
On the Workflow Levels page, click Add Workflow Levels. The form opens.
Under General Settings, from the Select Workflow Type dropdown list, select Permission.
In the Policy Name text box, enter a name for the policy.
In the Policy Description text box, enter a description of the policy.
From the Permission Type dropdown list, select the required permission type.
Click Save to save the permission type.
From the Select Employee Filter dropdown list, select the required employee filter.
Click Save Policy to save the General Settings.
Click Next to move to the Workflow Levels settings.
Select 1 Level/2 Levels/3 Levels/4 Levels/5 Levels option as per your requirements. The selected number of levels defines the number of reviewers required to approve the application.
From the Reviewer Level 1 dropdown list, select a job role as the first reviewer. When an employee applies for permission, the application will go to the selected job role for approval first.
Note: You can perform the same steps to appoint more than one reviewer.
Select the Application Actions as per your requirements. The reviewers can view and perform the actions on the application based on your selection here. The actions available for a reviewer are:
This option is available only if there is more than one reviewer. The Forward option allows the reviewer to forward the application to the next-level reviewer.
This option is available for all levels of reviewers. By selecting the option, the application gets accepted.
This option is available for all levels of reviewers.
Click Save Policy to save the permission workflow levels settings.
Click Next to move to Workflow Policy settings.
Under the Permission Time Settings, select the required time slab from the Time Slab Type dropdown list. You can choose the following time slabs:
Hour wise - The option enables your employees to apply for permission for specific hours.
Session wise - The option enables your employees to apply for permission for 1st half or 2nd half of the shift.
Under the Permission Limit, enter the required time in the Min Time Slab text box.
Note: The minimum time slab should be greater than one min. Employees can only apply for permission for up to one minute.
Under the Max Permission Limit, enter the Daily, Weekly, and Monthly maximum hours and count in the Max Hour(s) and Max Count text box. You can define permission hours and how often an employee can apply for permission daily, monthly, or weekly.
Example - If you enter four hours as Max Hour(s) and two as a Max Count for Weekly. This means in a week; employees can apply for four hours twice. If an employee wants to apply for permission two times, they need to split the four hours into two and then apply.
Note: The daily, monthly, and quarterly limits are not cumulative across the configured permission types. Employees can independently utilize the limit for each specific type of permission that has been set up.
Under the Apply Settings, select the following options if required:
Auto approval for top level managers - Once the option is enabled, the application gets auto-approved for the employees who don’t have any next-level reviewers.
Mandatory to include a reason while applying for Permission - The option makes the reason mandatory for applying for permission.
Mandatory to include a reason while rejecting Permission - The option makes the reason mandatory while rejecting the permission.
From the Reason Type dropdown list, select the Manual/Standard option as per your requirements.
Select the Date Criteria as Employee can apply for past date(s), or Employee can apply for future date(s) as per your requirements.
Click Save Policy to save the workflow policy settings.
Click Review and Submit to create permission workflow levels.
After defining the policy for permission, you can apply for permission on behalf of an employee.
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